Position Purpose:
Under the direction of the Director of Catechetical Ministries/Safe Environment and the Superintendent of Schools (Directors), the Executive Assistant provides professional, administrative, clerical, and bookkeeping support to sustain the services provided by the Departments of Catholic Schools, Catechetical Ministries, and Safe Environment (Departments). In this role, the Executive Assistant supports all staff of the Departments. The Executive Assistant will collaborate with Parish Catechetical Leaders, Parish and School Safe Environment Coordinators, and School Principals to ensure the smooth operations of the Departments.

Major Duties and Responsibilities of the Executive Assistant:

1. Clerical tasks include:

• Performing clerical duties as requested;
• Receiving calls for the Directors and scheduling of appointments as directed by the Directors;
• Sorting and maintaining the Departments’ mail;
• Assisting the Directors in preparing office calendars, meetings, conferences, workshops, retreats, etc.;
• Maintain the following data: Catechist certification, annual statistical reports, Safe Environment audit, employee personnel files, school reports, student enrollment, annual school files, office mailing lists, WCEA correspondence, annual Private School Affidavits, and Student and Exchange Visitor Information System (SEVIS) files and protocols;
• Prepare and update any forms used by the Departments or the Directors in the operation of the office;
• Maintain and update the Departments’ sections of the Diocesan website;
• Maintain and update the Departments’ Handbooks as directed by the Directors;
• Maintain and update the private Google Drive for school employees;
• Manage the department’s Media Library. This includes procurement, categorizing, borrowing procedures, delivery, and returns;
• Performing such tasks and assuming such responsibilities as the Directors may delegate.

2. Executive Tasks include:

a. Performing the personnel duties for Catholic schools. This includes:

• Working with school principals to ensure that school and diocesan personnel files are up to date, accurate, and complete;
• Maintaining and updating principal, teacher, and staff databases;
• Providing principals, on a timely basis, items they request;
• Reviewing executed teacher contracts according to the master teacher agreement.

b. Coordinate federal and local government programs

c. Serving as the SEVIS principal designated school official (PDSO);

d. Coordinate Diocesan Catechist Certification

• Maintain all information regarding Catechist Certification of both parish and Catholic school teachers.
• Send out certification renewal and expiration notices. This includes a yearly report (January) to Catholic School Principals and Parish Catechetical Leaders.
• Create certificates, obtain appropriate signatures and mail certificates to the Catechist

e. Preparing and conducting regular training for parish and school office staff; and

f. Maintaining the general email inbox and responding to messages in a timely and professional manner.

3. Bookkeeping tasks include:

• Preparing check requests and credit card statement approval;
• Assisting in preparing the annual office budget as directed by the Directors;
• Preparing financial reports on projects, workshops, etc. as requested; and
• Working in cooperation with the Diocesan Finance Office to review school monthly financial statements and budget information.

4. Coordinate and facilitate the logistics of Departments’ meetings, workshops, retreats, conferences, and liturgical events.

• Create flyers for events and prepare relevant materials
• Reserve facilities and ensure proper set up and clean up
• Coordinate hospitality, including shopping, ordering, pickup and distribution
• Publicize events as needed
• Serve as registrar maintaining attendee lists and information

5. Work collaboratively with other Diocesan departments.

6. Schedule may occasionally include evenings and weekends based on the Departments’ events.

7. Accepts other responsibilities as determined by the Bishop of Monterey, Diocesan Administrative Team, Pastoral Center Office Manager, or Directors.

Qualifications:

1. Hold a bachelor’s degree from an accredited university, preferred
2. Have knowledge of computer programs, and be an expert in the Microsoft Suite and the Google Apps Suite
3. Be able to proficiently operate and maintain the office machines (computer, photocopier, phone system, etc.)
4. Hold a valid driver's license
5. Is a practicing Catholic, preferred

Competencies and Skills:

1. Bilingual, preferred
2. Ability and willingness to work in a team situation;
3. Ability to plan and organize assigned tasks and to work independently until completion of these tasks;
4. Ability to take initiative;
5. Maintain the office's confidentiality;
6. Have excellent communication and interpersonal skills necessary to interact with the parishes, the schools, the other Diocesan departments, and the public; and
7. Be an expert in using technology.

Application Procedures:
Please submit the following items through this Indeed portal or by emailing humanres@dioceseofmonterey.org:

• Cover letter
• Resume
• Reference List

Position begins:
Immediately

Employment Status:
Full-Time; 35-hours per week, Non-Exempt

Job Type: Full-time

Pay: $28.00 - $31.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

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